Administrative Specialist

City Of Cooper City • Cooper City, FL

11h • Onsite

About The Position

Under general supervision, provides a wide range of administrative duties that support efficient operations, quality customer service, and continued workflow for the area of assignment. Work includes the ability to multi-task in a fast-paced environment with considerable exercise of independent judgment and initiative in responding to and resolving customer service issues.

Requirements

• High school diploma or equivalent.
• A minimum of two years of experience in a related field or an equivalent combination of education, training, and experience.
• Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field may substitute on a year-for-year basis for one year of the required experience or education.
• Possess or be able to obtain a valid State of Florida driver's license by the date of hire.
• Knowledge of customer service principles in application to effective and courteous communications.
• Knowledge of the use and operation of modern office technologies, e.g., facsimile machines, photocopiers, computers, and calculators.
• Knowledge of the use and application of standard computer software packages, e.g. Emails, word processors, spreadsheet applications, PowerPoint, etc.
• Ability to multi-task in various areas of administrative support in a fast-paced environment.
• Ability to communicate effectively in both oral and written formats.

Responsibilities

• Performs customer service functions, e.g., greets customers, answers telephone, directs persons to proper entity/department.
• Creates and establishes procedures, forms, and filing systems to improve efficiency in administrative operations.
• Maintains complex filing systems that support efficient retrieval and comprehensive audit trail for functional areas of responsibility.
• Performs moderately complex administrative support duties, e.g., maintaining multiple electronic logs, lists, and records, reports, and operations files.
• Creates and establishes new files/accounts applicable to the area of assignment, e.g., customer/vendor accounts, case files, etc.
• Generates and prepares moderately complex departmental reports with accuracy, including agenda items, if required, according to prescribed schedules and regulatory reporting requirements.
• Drafts, transcribes and proofs moderately complex correspondence and related communications documentation; ensures adherence to prescribed standards of business English, grammar, and diction.
• Creates, maintains, and coordinates scheduling and work orders applicable to department operations; ensures efficient coordination of inter-departmental projects.
• Monitors use of materials and supplies inventories; reorders to maintain appropriate stock levels.
• Identifies and resolves problems with vendor accounts and maintains accurate and complete vendor files, including payment.
• Responds to requests for general information regarding department/division operations, and directs sensitive or complex matters to appropriate staff.
• Performs moderately complex accounts maintenance activities specific to the area of assignment, e.g., processing fees and payments, calculating fees/charges, assisting and tracking budgetary activities, and preparing and proofreading payroll time records.
• Assists in processing agreements related to engineering /development projects, if required.
• Punctuality and regular attendance are essential functions of this position.
• Must be available to work during emergencies for extended periods, if required.
• Performs other duties as directed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED